Ohio’s Higher Education Information (HEI) System
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Ohio’s Higher Education Information (HEI) System 2003 SHEEO Chief Information Officers Meeting Hyatt on Capital Square, Columbus, Ohio February 6-7, 2003 Overview of State Higher Education in Ohio

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Ohio’s Higher Education Information (HEI) System2003 SHEEO Chief Information Officers MeetingHyatt on Capital Square, Columbus, OhioFebruary 6-7, 2003


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Overview of State Higher Education in Ohio

  • Board of Regents is a coordinating body, not a governing body

  • 79 campuses operated by 38 state supported (two & four year) institutions

  • Over 550,000 students enrolled in over 120,000 courses taught by 50,000 faculty


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Overview of State Higher Education in Ohio

  • 100 million square feet of space

  • Over $5 billion annual campus operating budget

  • $2.5 billion in state operating and capital subsidy provided annually via complex formulas


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Building and Implementing HEI

  • Three-year development process (1995-1998)

  • Re-engineering of 25 yr old mainframe reporting system

  • Collaborative process (campus officials, regents, regents staff, General Assembly, Governor)

  • Implemented Winter 1998

  • State provided $8 million total over 4 years


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Overview of HEI features

  • Comprehensive relational database

  • Analytic capabilities

  • Web based system

  • State of the art technology and architecture

  • Cutting edge data extensions


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Comprehensive relational database

  • Core data areas for public institutions:

    • Enrollment

    • Faculty/staff

    • Facilities

    • Finance

    • Financial aid (Partially complete)

    • Academic programs (Summer 2002)

    • Capital planning (Summer 2003)


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Comprehensive relational database

  • Enrollment data area

STUDENTS

  • SSN, Race, Sex, DOB

  • State, ZIP

  • First Time Enrolled

  • Institutions enrolled

  • Academic intention

  • Rank-UNG,GRAD,PSOP

  • Major

  • GPA

  • Accumulative Credits Earned

  • Credit hours transferred

  • Degrees/Certificates Earned


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Comprehensive relational database

  • Enrollment data area

  • Course Inventory

  • Section, credit hours

  • Level (UG, GRD)

  • Remediation

  • CIP code

  • Award of Credit

COURSES

STUDENTS

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Comprehensive relational database

  • Faculty/Staff data area

  • SSN, Race, Sex, DOB

  • Appointment status

  • Tenure status

  • Salary

  • Funding unit (or dept)

  • Highest degree

  • Sections taught (workload)

INSTRUCTORS

COURSES

STUDENTS

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Comprehensive relational database

  • Facilities data area

BLDGS &ROOMS

  • Complete Inventory

  • of space

  • Physical and functional

  • condition

  • Square Footage

  • Class meeting times

  • Capacity & Utilization

INSTRUCTORS

COURSES

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STUDENTS


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Comprehensive relational database

  • Finance data area

BLDGS &ROOMS

SPENDING

INSTRUCTORS

  • Campus Budgets

  • Financial Stmt

  • Revenues

  • Expenditures

COURSES

STUDENTS

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Comprehensive relational database

  • Financial aid data area (State Grants and Scholarships—SGS) Partially complete

Student State Aid

  • Certification of awards

  • Payments

  • Refunds

  • OAS (high schools)

  • OIG (March 2003)

    • FAFSA

STUDENTS


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Comprehensive relational database

  • Academic Programs (Summer 2002)

  • Inventory of Programs

  • CIP Code

  • Degree Level and Name

  • Concentration

  • Expected Time and Credits

  • Program Status

Program

STUDENT DEGREE


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Comprehensive relational database

  • Capital Planning (Summer 2003)

  • Project Description

  • Project Costs

  • Building Identifier

  • Capital Funds

Capital Projects

BLDGS &ROOMS


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Comprehensive relational database

  • Data areas for independent, proprietary, non-Ohio institutions:

    • Financial aid

    • Student Demographic data

    • Degrees and Certificates Earned


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Analytical Capabilities

  • Administers complex formulas

    • $2.5 billion in state operating and capital subsidy provided annually

    • Resource Analysis

    • Facilities Utilization

  • Responsive to frequent data requests by legislature, campuses, media, public

  • Over 15 general purpose customizable & accessible web-based queries


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    Analytical Capabilities

    • OBR web-based publications and reports

      • Governor’s Performance Report

      • Student Inventory Data (SID)

      • Basic Data Series (BDS)

      • Freshman Remediation Report

      • Subsidy FTE Report

      • Resource Analysis

      • Success Challenge

      • Budget Data Reports

      • Classroom Utilization Report


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    Analytical Capabilities-Data Exchanges and Partnerships

    • IPEDS file download

    • Perkins Reporting for State of Ohio $

    • ODJFS (WIA Reporting for State of Ohio) $ *

    • Ohio Tech Prep Program $

    • Ohio College Access Network (OCAN) $

    • Ohio Learning Network (OLN) $

    • Performance Report Extensions (ACT, ODJFS, etc.)

    • Course Applicability System (CAS) $

    • STARS Program

    • Research Challenge

      $ = Compensated for services rendered

      * = Planned


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    Analytical Capabilities

    Enrollment and Financial Aid Audit software designed in-house (Visual Basic)

    • Interfaces with HEI for automated extraction of scientific data samples

    • Flags potential errors

    • Tracks auditor evaluation and comments

    • Computer generated error reports

    • Interfaces with web

    • Administer over 12 enrollment audits per year and 30 financial aid audits per year


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    Web-based System

    2. Data edited and cleansed of errors then loaded

    WWW

    1. Transmit Data

    Colleges

    & Universities

    HEI

    3. Queries and Reports Available

    Key Decision Makers


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    Web-based System

    • Accessible from anywhere

    • Available 24/7/365

    • Minimum Requirements for access

      • PC and Web browser (IE or Netscape)

    • Fast and accurate

    • Interactive and user-friendly

    • Complete system documentation on web


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    Where we are todayHEI Operations in 2003

    Data Exchanges &

    Partnerships

    Public Campuses

    Performance Report

    Data Extensions

    Submit data

    Independent,

    Proprietary,

    Non-Ohio Campus

    • CORE HEI DATA INPUT AREAS:

    • Enrollment (students, courses, degrees)

    • Faculty/staff (demographics, workload)

    • Facilities (building and room utilization)

    • Finance (budgets and spending)

    • Academic Programs

    • Financial Aid (State Grant and Scholarships)

    High Schools

    Generate data & information

    • DATA OUTPUTS

    • Subsidy

    • Performance Report

    • OBR Publications

    • Customized Queries

    • Enrollment Audits

    • Financial Aid Audits

    External agencies


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    HEI Operations - General

    • Over 4,000 users serviced and supported (public, independent, proprietary, non-ohio campuses, and high school guidance counselors)

    • Over 50 term and annual files submissions

    • Over 25,000 edit and load file processes annually

    • More than 2,500 tables containing 50 million rows of data

    • Over 500 queries run per month by campus users

    • Annual User’s Conference and statewide training sessions


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    HEI Operations – Financial Aid

    • Over 200,000 students served

      • Through the distribution of over $250 million in the Ohio Instructional Grant program

    • + Over 90,000 students served

      • Through the distribution of more than $46 million in the 12th Grade Proficiency Awards program

    • + Over 9,000 students served

      • Through the distribution of more than $ 8 million in the Ohio Academic Scholarships program


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    HEI Operations - General

    • HEI operating budget $1.3 million

    • 1 Director

    • 2 Asst Directors/Analysts

    • 4 Analysts

    • 3 Auditors and Data Administrators

    • 1 Lead Programmer

    • 6.5 Programmers

    • 1.5 DBA/SA

    • 1 Admin Asst


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    HEI Operations – Financial Aid

    • SGS operating budget $1.2 million

    • 1 Asst Dir

    • 5 Program Administrators

    • 2 Admin Asst



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    HEI State of the Art Technology

    • Statistics

      • Production environment consists of more than 500 tables containing 100 million rows of data

      • Reporting environment consists of more than 1500 tables


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    HEI State of the Art Technology

    • Web Presence

      • Query screens dynamically generated from the database in real time

      • Submission/Query authorizations granted by liaisons in real time

    • Security

      • Firewalls

      • File Encryption


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    HEI State of the Art Technology

    • Multiple Environments

      • Development

        • Relational Database (edit/load)

        • Data Warehouse (reporting)

      • Pilot

      • Practice

      • Production

        • Relational Database (edit/load)

        • Data Warehouse (reporting)


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    HEI State of the Art Technology

    • Multiple Programming Languages

      • COBOL/SQL - Edit and Load Programs

      • PERL/SQL - Web Interface

      • Java Script/SQL - Web Queries


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    HEI State of the Art Technology

    • Data Base/Warehouse Interaction

      • Production data replicated into reporting environment in real time. Data changes in production appear in reporting environment within 1 - 2 minutes.

    • Hardware/Products

      • Sybase Adaptive Server Enterprise (ASE)

      • Sybase Adaptive Server IQ

      • Sybase Replication Server



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    • Cutting edge data extensions

    • 1. SGS Data:

      • OIG Historic Data: link to OIG Historic Data description

      • OIG Rate tables: link to OIG Rate tables description

      • EFC data: link to EFC data description

      • EFC Rate table: link to EFC rate table

      • Part Time OIG Data: link to Part Time OIG Data description

      • Choice Data: link to Choice Data description

      • PELL EFC Rate tables: link to PELL EFC Rate tables description

    • 2. FAFSA Data: link to FAFSA data description

    • 3. ACT Data: link to ACT data description

    • 4. College Board Data: link to College Board data description

    • 5. Ohio Department of Education data

      • District Data: link to District Data description

      • Teacher Certification Data: link to Teacher Certification data description

    • 6. ODJFS Data (jobs): link to ODJFS data description

    • 7. Common Core Data (CCD): link to CCD data descriptions

    • 8. Faculty Surveys

    • 9. IPEDS Data: link to IPEDS data descriptions

    • 10. Census 2000: link to Census 2000


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    Demonstration of HEI Capabilities:File Submission ProcessQueries and Reports


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    Contacts


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